Data Import Users and Groups

9/6/2024
Common Data Import and Administration

for SAP Ariba Procurement Solutions
Generated on: 2024-09-06 19:32:58 GMT+0000
SAP Ariba Procurement Solutions | 2408
PUBLIC
Original content: https://help.sap.com/docs/ARIBA_PROCUREMENT/e10ed2159560487bb36d1ae89a6e293a?locale=en-

US&state=PRODUCTION&version=2408
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This document has been generated from the SAP Help Portal and is an incomplete version of the official SAP product
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For more information, please visit the https://help.sap.com/docs/disclaimer.
This is custom documentation. For more information, please visit the SAP Help Portal 1
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User and Group Information

Import and maintain information about the users in your site and the groups that grant users access to speci c procurement
and administration functionality in SAP Ariba Procurement solutions.
User Management in SAP Ariba Procurement Solutions

User Authentication Methods
User Maintenance Tasks in Ariba Administrator
User Pro le Changes
Data Import Tasks for User Information
Groups for Granting Access to Functionality

User management tasks include viewing, adding, and modifying user records. Administrators can also act as another user, lock
and unlock users, deactivate and reactivate users, terminate users, monitor user activity, reassign user roles in approvable
documents to other users, and manage user passwords and delegations.
Every person accessing an SAP Ariba solution is identi ed by a unique user name and must have a valid password. As a member
of the Customer User Admin or Customer Administrator group, you are responsible for actions such as monitoring user
activities, resetting passwords, approving user pro le changes, and ensuring user information is synced between your ERP
system and your SAP Ariba solution. You may have to delegate user tasks in an emergency situation to another user or prevent
a user who has been terminated from accessing your SAP Ariba solution by deactivating the user.
Creating users in SAP Ariba Procurement solutions involves a series of de nition tasks, which include:
Importing or manually creating enterprise user information, which includes the user’s email address, default currency
and locale
Importing or manually creating ERP-speci c user information, which includes the user’s default accounting information
Setting up user and shipping address relationships
Setting up user and supervisor relationships
Assigning users to groups which controls which features a user is permitted to use
Setting up user spend limits (approval limits) per company policies
In SAP Ariba Buying and Invoicing and SAP Ariba Buying, you can optionally de ne purchasing card assignments for users.
 Note
If your SAP Ariba solution is con gured for multi-ERP (a parent site with child sites con gured for integration with multiple
external ERP systems), see User and Group Data Rationalization for information about rationalizing and importing user
data. It is important to know how user data is replicated before you import it into the system.
User information is used in SAP Ariba solutions as follows:
To uniquely identify the users and authorize them to perform certain tasks.
To facilitate the automatic generation of approval ows based on approval limits, group memberships, and supervisor
information.
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To include contact information such as shipping and billing addresses on purchase orders sent to suppliers.
To default accounting information in approvable documents so that purchases can be tracked and reported correctly.
To populate choosers that allow users to search for and easily nd other users, for example when adding a watcher or
additional approver to an approvable document.
The audit log records activities related to user creation, activation, and deactivation. In addition, if there is any change to a
user's personal data (contact data such as name, phone number, or email address), the change is recorded in the audit log.
Users can download information about their user record with the Download preferences option.
Parent topic: User and Group Information
Related Information
User Pro le Changes

SAP Ariba solutions support several methods of user authentication.
In-App User Authentication

Multifactor Authentication
Single Sign-On with Corporate Authentication
SAP Ariba Solutions Integration with SAP Cloud Identity Access Governance
User Authentication and Single Sign-On Using the SAP Cloud Identity Services – Identity Authentication Service
Related Information
User Pro le Changes

With in-app user authentication, you maintain user names and passwords in Ariba Administrator.
You generate temporary passwords for new users by using the Users task in the User Manager workspace in Ariba
Administrator. When it generates temporary passwords, Ariba Administrator sends new users an email message with
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instructions for signing in. New users are immediately taken through the password reset process when they sign in for the rst
time.
Parent topic: User Authentication Methods
Related Information
Generating or Resetting User Passwords
Multifactor authentication is a two-step veri cation process where users are required to authenticate themselves a second
time using a time-based veri cation code.
Multifactor authentication provides an additional level of security to logins by providing users the ability to authenticate
themselves using an authentication factor in addition to their user name and password. This provides more secure user access
to SAP Ariba solutions, by verifying the user's identity during login.
You can enable multifactor authentication for both individual users and user groups. When you enable multifactor
authentication for a group, all users in that group can start using multifactor authentication. Multifactor authentication can be
enabled only for accounts that do not use corporate authentication with single sign-on. In addition to enabling and disabling
multifactor authentication, you can manage multifactor authentication by performing actions such as unlocking user accounts
that are locked due to invalid sign on attempts, as well as sending reminder emails to users who have not set up multifactor
authentication, among others. In addition to enabling multifactor authentication from the user interface, you can enable
multifactor authentication for new users by importing the users using the Import Enterprise Users data import task, which has
been enhanced to support multifactor authentication. This is useful for enabling multifactor authentication for multiple users
simultaneously, without the need for additional administrative action. Similarly, you can enable multifactor authentication for
new groups by importing the group using the Import User Group Mapping data import task. All administrative actions related to
multifactor authentication are logged. The log entries can be viewed in the Audit Log page of the Site Manager workspace.
After you enable multifactor authentication for user accounts, the users need to set it up the rst time they sign on. Once initial
setup is completed, users can sign in securely to their SAP Ariba solutions by providing the veri cation code from their mobile
devices during the login process after entering their user name and password credentials. Users have the option of choosing to
be remembered on a speci c device by checking Remember Me on the multifactor authentication page. This will be valid for a
limited time period, which you can set.
To prevent an account from being compromised, the user account is locked after ve unsuccessful login attempts, using invalid
credentials and/or veri cation codes. Note that ve is the default number of unsuccessful login attempts that will automatically
lock an account temporarily, and you can con gure this value if a different number of attempts is desired. You can also con gure
the duration for which the account remains locked. The rst time a lockout occurs, users can request you to unlock their account
within the set lockout period. After the set lockout period has lapsed, the account will be unlocked. If the user makes another
ve unsuccessful login attempts, then the user is forced to wait for twice the duration of the initial lockout period for their
account to be unlocked again. If, after being locked out two times, the user makes ve unsuccesful login attempts for a third
time, the account will be locked inde nitely until you reset the multifactor authentication and unlock the user account.
Related Information
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Managing Multifactor Authentication for Users
Enabling Multifactor Authentication by Importing Users
Managing Multifactor Authentication for Groups

In organizations where single sign-on (SSO) with corporate authentication is set up, a user can sign in with one user name and
password to access multiple applications, including SAP Ariba Procurement solutions and SAP Ariba strategic sourcing
solutions.
SSO systems store user credentials for multiple applications and automatically submit those credentials on behalf of users
when needed. Users sign in once, rather than signing in again with a separate set of credentials for each application they
access. SSO with corporate authentication can also provide centralized control and enforcement of corporate authentication
policies.
To use SSO with corporate authentication, your network administrator must enable communication between your user
authentication system and your SAP Ariba solution.
For information about integrating corporate authentication with a single sign-on solution, see Remote Authentication for Ariba
On Demand , and the Ariba Remote Authentication Deployment Guide . You can also search on Knowledge@Ariba for
information about SAML (Security Assertion Markup Language).
Related Information
SAP Ariba Solutions Integration with SAP Cloud Identity Access

Governance
Integrating SAP Ariba cloud solutions with SAP Cloud Identity Access Governance enables buyers to manage user access by
leveraging the capabilities of SAP Cloud Identity Access Governance.
SAP Cloud Identity Access Governance, a solution that manages access request creation and approval work ows, sends
approved requests to applications in order to provision or change user access to those applications.
When SAP Ariba cloud solutions are integrated with SAP Cloud Identity Access Governance:
SAP Cloud Identity Access Governance subscribers can include access to SAP Ariba cloud solutions for buyers in their
global identity and access management framework.
Buyers using SAP Ariba cloud solutions can adopt the identity and access management capabilities of SAP Cloud Identity
Access Governance to manage user access to SAP Ariba cloud solutions.
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SAP Cloud Identity Access Governance offers:
Simpli ed governance of data access, with real-time, dashboard-driven analysis, insights, and audit reporting, for more
productivity, visibility, and decision support
Minimized access risk, non-compliance, and nancial loss
Con gurable, prede ned access policies and rules for governance enforcement
Seamless user experience across all your solutions, whether from SAP Ariba or other companies
Access control to enterprise applications and users anywhere and on any device, for comprehensive governance
A cloud solution for identity and access governance with automated, maintenance-free updates
Enabling This Feature

To enable this feature, have your Designated Support Contact (DSC) submit a case. SAP Support will follow up to complete the
case.
Prerequisites
You must have a subscription to SAP Cloud Identity Access Governance.
Your site must be con gured to support SAP S/4HANA Cloud and SAP Ariba master data native integration for procurement.
SAP Ariba Customer Support con gures this for you.
Restriction
This feature doesn't cover access to SAP Business Network.
For More Information

Documentation about integrating SAP Ariba solutions with SAP Cloud Identity Access Governance is on the SAP Help Portal.
See Getting started.
Related Information
User Authentication and Single Sign-On Using the SAP Cloud

Identity Services – Identity Authentication Service
Integrating SAP Ariba cloud solutions with the SAP Cloud Identity Services – Identity Authentication service allows customers
to use it for user authentication and single sign-on.
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Identity Authentication, a constituent product of SAP Cloud Identity Services, can be used for authentication, single sign-on, and
user management. SAP Ariba cloud solutions can be con gured to use Identity Authentication as an identity provider or as a
proxy to integrate with the customer's existing single sign-on solution. Customers of SAP Ariba cloud solutions, who also use
SAP services like SAP Task Center will be able to take advantage of user identity and access management that is maintained
centrally in Identity Authentication.
For more information on user management in Identity Authentication, see Identity Authentication.
Con guring User Authentication and Single Sign-On for New Customers
For new customers of SAP Ariba solutions, users are provisioned using the SAP Cloud Identity Services – Identity Provisioning
service. After users are provisioned, authentication is automatically con gured in Identity Authentication. Users will be
seamlessly logged in to SAP Ariba using single sign-on, when Identity Authentication is con gured for integration with SAP Ariba
solutions, and they are already logged in to any other application integrated with the same Identity Authentication instance. In
the case of a multi-ERP con guration of a buying solution from SAP Ariba, users are provisioned for the parent site, and then
replicated in the child sites. In suite-integrated environments, users are provisioned for the buying solution, and then replicated
in the integrated strategic sourcing solution.
Con guring User Authentication and Single Sign-On for Existing Customers
For existing customers of SAP Ariba cloud solutions with locally managed user data, users are provisioned using Identity
Provisioning from the SAP Ariba solution's database to Identity Authentication. This must be done once, when the integration
with Identity Authentication is set up. Migration of user data for such customers is done automatically. Alternatively, customers
can add users from the customer's user management system such as an ERP system either by importing user data in CSV les
or using Identity Provisioning.
If an existing customer has their own identity provider (IdP), they can directly use Identity Authentication as a proxy for
authentication, without using Identity Provisioning to add the users. Customers can use the con gurable global user ID eld
available in SAP Cloud Identity Services - Identity Authentication to con gure the user ID that will be used to uniquely identify
users across their business systems. This user ID can be one they have already assigned to their users in another business
application like a human resources application. It is replicated to SAP Ariba cloud solutions when user data is imported using
CSV les or APIs, and is displayed in the Global User ID eld in the View User details page and the Edit User page that can be
accessed from the User Manager Users page in Ariba Administration.
 Note
Changes made to user attributes in the SAP Ariba cloud solutions will be overwritten by user information from Identity
Authentication.
Related Information

Most of the administration tasks for user information are in the User Manager workspace of the administration area.
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Viewing User Information

Monitoring User Activities
Adding Users and Updating User Information
Acting as Another User
Locking Users Out of the System
Deactivating and Reactivating Users
Starting or Ending Approval Delegation for a User
Maximum duration of delegation
Terminating Users in the System
Enabling Non-Administrators to Act as Another User
Related Information
User Pro le Changes
Viewing User Information

You can view information about users from the User Manager workspace of the administration area.
Prerequisites
Members of the Customer Administrator or Customer User Admin group can perform this task. To view the spend limit
(monetary approval limit) for a user, you just also belong to the group View Approval Limits Across Hierarchy group.
 Note
Monetary approval limits for users are de ned using the Import User Approval Limits task.
Procedure
1. To review user information, from the dashboard, click Manage Core Administration .
2. Click User Manager, and then click Users.
3. Click List All to display all users, or enter search criteria and then click Search. By default, only active users are displayed.
4. Click the table options icon ( ) to show or hide the columns available on the Users page.
Column Description
Locked The user has been locked. A padlock icon will appear .
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Column Description
User ID The user’s unique internal identi er. For security reasons, this eld cannot contain an apostrophe.
Name The user’s display name.
Type The user’s type, which speci es the type of authentication. Users of type:
Enterprise User are authenticated in an external system.
Third Party Enterprise User (Ariba) are authenticated SAP Ariba Procurement solutions.
Active Indicates whether the user is an active user in the system. Active users can participate in the SAP
Ariba solution activities. Possible values are Yes and No.
Has Password Indicates whether a password has been generated for the user.
Last Login The date and time the user last logged in.
Last Failed Login The date and time the user last experienced a failed login attempt.
Delegatee If the user’s authority has been delegated to another user, this is the name of the delegatee.
Last Browser Used The name and version of the browser with which the user last logged in to the SAP Ariba solution.
Browser Is Supported Indicates whether the last browser used is a browser supported by SAP Ariba. Possible values are Yes
and No.
5. To display a user’s detail, click a user id to display the View Details page.
The following table describes the type of information displayed on each tab on the View Details page.
Tab Description
General The user’s adapter source (De ned By eld), type, user ID, display name, preferred language,
preferred currency, spend limit (monetary approval limit) and other general user information.
Groups The groups to which the user belongs. For information on the groups in the default con guration,
see SAP Ariba Procurement Solutions Group Descriptions.
All Groups All the groups to which the user belongs, both directly and indirectly through child groups. When
you assign a user to a child group, the user is indirectly assigned to the group to which the child
group belongs.
6. Click Done to return to the previous page.
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7. To view other user information, such as shipping addresses and accounting information, choose User Manager Other
User Info .
8. Click List All to display all users, or enter search criteria and then click Search or press the Enter key. Only active users
are displayed.
9. To display details, click a user name to display the View Details page.
The following table describes the type of information displayed on each tab on the View Details page.
Tab Description
General The user’s delivery address and purchasing unit (if any).
PCards The user’s purchasing cards (if any).
Ship To Addresses The user’s shipping address.
Billing Addresses The user’s billing address.
Accounting The user’s accounting data, such as cost center, business unit, and account. (The user's purchasing
unit is on the General tab.) The data displayed depends on the type of ERP system integrated with
SAP Ariba Procurement solutions.
 Note
For SAP and PeopleSoft variants, the Accounting tab contains a eld that isn't included in
import or export events. For SAP variants, that eld is Release Authority. For PeopleSoft
variants, it's Statistics Code. These are optional elds that users can update in their user
pro le.
10. Click Done to return to the previous page.
Related Information

You can track activity for all users, or search for speci c users to monitor, in the audit log.
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Prerequisites
Members of the Customer Administrator group can perform this task.
Context
The audit log has lters for viewing user activities for speci c times, dates, events, or users. Your site comes with the most
commonly used lters already enabled: Date, Effective User, Event Type, and Node.
You can export up to 10,000 audit log entries to a Microsoft Excel le by clicking the Table Options icon  and choosing Export
to Excel.
Procedure
1. From the dashboard, click Manage Core Administration .
2. Click Site Manager, and then click Audit Log.
3. Click List All to display all user activity, or lter user activity by event type or date and click Search or press the Enter key.
In either case, the Audit Log page shows the actions performed by the selected users.
Results
The following table describes the columns on the Audit Log page.
Column Description
Id The unique identi er of the action.
Date The date and time the action occurred.
Event Type The event type used for categorizing the logged event. The event types are described in the next table. This
information is for Ariba internal use.
Real User The name of the user who actually performed the action.
In most cases, the effective user and the real user are the same user. The effective user and the real user are
different users when the real user was acting on behalf of another user when performing the action.
Effective User The name of the user who performed the action.
Description A description of the action.
Customer Site The name of your site. This information is for Ariba internal use.
Node The name of the logical node on which the action occurred. This information is for Ariba internal use.
Stack Trace If an exception occurs, this column shows the part of the code that generated the exception. This information
is for Ariba internal use.
The following table describes the types of events tracked on the Audit Log page.
Event Type Description
Admin Ariba Customer Support administrative actions and events such as site-level administration and
service manager functions (for example, UserSession and Log Level category)
Admin (tasks/ les) Administrative tasks such as data import and export, le upload and download, and events related to
con guration les
Admin AppUtil Internal solution-level auditing
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Event Type Description
CDS Sync Veri er Validation of common data server (CDS) synchronization; provides information about all CDS related
activity
Exception Exceptions that occurred during document processing
General Events that do not belong in any other event type category listed in this table
Integration Integration event executions and failures
Parameters Changes to parameter information
RealmPurge The RealmPurge task (run by SAP Ariba Customer Service)
SSO Single sign-on and password adapter activities
SchemaRealmMapping The scheduled task DBSchemaRealmMappingVeri cationTask, which SAP Ariba Customer Service
uses to ensure data integrity
Translation Used for capturing translations for resource names
User Management Changes to user data, such as changes to group membership or contact information.
User Management (tasks/ les) User management changes made via import tasks.
Related Information
Managing SAP Ariba Audit Information
Adding Users and Updating User Information

The User Manager workspace in the administration area provides a user interface for creating new users and updating existing
user information.
Prerequisites
Members of the Customer Administrator or Customer User Admin group can perform this task.
Procedure
3. Click Create User to add a user, or select the user you want to modify and choose Edit from the Actions dropdown menu.
4. On the General tab, enter or modify general user information.
The following table describes the elds on the General tab.
Field Description
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Field Description
De ned By The adapter source, which can be one of the following values:
AribaManaged: The object is not maintained in an external system. Objects with this data
source are maintained in Ariba Administrator.
External: The object and all its data elds are maintained in an external system, such as
an ERP system or a set of CSV les. Objects with this adapter source can be overwritten
or deleted when data is imported from the external system.
ManuallyMaintained: The source of the object is an external system, but the object cannot
be overwritten or deleted when data is imported from the external system.
You cannot modify this eld in edit mode.
Type The user type, which speci es the type of authentication. Choose:
Enterprise User if your site uses external user authentication and the user is
authenticated in that external system.
Third Party Enterprise User (Ariba) if you want to maintain the user’s password in the
SAP Ariba solution.
User ID The unique internal identi er for the user. For security reasons, this eld cannot contain an
apostrophe. You cannot modify this eld in edit mode.
Name The display name for the user.
Ariba Network User ID The user’s ID in SAP Business Network.
Organization Accept the default value, which is the name of your site.
Business Email Address The user’s business email address. Do not provide a personal email address.
User email addresses are checked for validity. For more information, see Import Enterprise Users.
 Note
If Ariba Customer Support con gured a set of valid email address domain names speci cally
for your site, any domain you use in the Business Email Address eld must match a domain in
that set, unless you select the Allow External Email Domain option (see the next item).
Allow External Email Check this checkbox to allow an unapproved email address domain for this particular user.
Domain
Business Phone Number The user’s business phone number. Do not provide a personal phone number.
Business Fax Number The user’s business fax number. Do not provide a personal fax number.
Locale The user’s default locale.
Default Currency The user’s default currency.
 Note
You cannot create a new user or update an existing user with a default currency that is an
inactive currency code in the database (for example, TRL, NLG, IEP, DEM, and BEF).
Timezone The user’s time zone.
Supervisor The user’s supervisor.
Alternate Email Addresses Alternate email addresses for the user, used for validation and lookup purposes. For information
about alternate email addresses, see Import Enterprise User Alternate Email Addresses.
5. (Adding users only) On the Invitation tab:
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Uncheck the checkbox (the default) if the user is authenticated in an external system, or if the user is
authenticated in the SAP Ariba Procurement solution and you want to manually generate a temporary password
before Ariba Administrator sends an invitation message to sign in.
For information on manually generating temporary passwords, see Generating or Resetting User Passwords.
Check the checkbox if the user is authenticated in the SAP Ariba Procurement solution and you want Ariba
Administrator to generate a temporary password and send the user an invitation message to sign in immediately
after you click Save.
6. On the Groups tab, click Add/Remove to display the available groups. Choose one or more groups to assign the new user
to and click Done.
For information on the groups in the default con guration, see the SAP Ariba Procurement Solutions Group
Descriptions.
7. Click Save to save your changes, or Cancel to return to the previous page without saving your changes.
8. Choose User Manager Other User Info , nd the user you just created, and click Edit.
9. On the General tab, enter or modify the user’s delivery address.
10. On the PCards tab, click Add/Remove to display the available purchasing cards and enter the user’s purchasing card
information (if any).
11. On the Ship To Addresses tab, click Add/Remove to display the available shipping addresses and enter the user’s ship-to
address.
12. On the Billing Addresses tab, click Add/Remove to display the available billing addresses and enter the user’s billing
address.
13. On the Accounting tab, enter or modify the user's accounting information.
14. Click Save to save your changes, or Cancel to return to the previous page without saving your changes.
Acting as Another User

Administrators can "act as" another user in order to approve requests and perform certain other actions. Acting as another
user can help keep documents owing when the users directly involved are unavailable.
Prerequisites
You must be a member of the Customer Administrator group to act as another user. Members of the Customer User Admin
group can't access the Act As option.
Context
When you act as another user, you can only perform a subset of actions that the user can perform. Certain actions, such as
creating a requisition or invoice, aren't available if you're acting as another user.
Procedure
3. Search for and select the user you want to act as.
4. Choose Act As from the Actions dropdown menu.
When you click Act As, the page changes to the Home dashboard tab for the user you're acting as. A message on the
masthead lets you know you're acting as the other user.
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5. To stop acting as the other user, click Stop.
Related Information

Locking a user prevents the user from signing in to the SAP Ariba solution.
Prerequisites
Members of the Customer Administrator or Customer User Admin groups can perform this task.
Context
Locked users are still visible to other users. Locked users can still be assigned to new approval ows. They just can't sign in and
perform approvals or other actions.
Procedure
3. Search for and select the user you want to lock or unlock.
4. Choose Lock from the Actions dropdown.
When a user is locked, a padlock icon appears next to the user ID.
Next Steps
To restore the user's access, follow this procedure, but choose Unlock from the Actions dropdown instead.
Related Information

When you deactivate a user, the user is no longer active or visible in the SAP Ariba solution.
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Prerequisites
Context
Deactivating a user does not remove the user from the system, but it removes the user from all choosers or groups. Once you
deactivate a user, you can also no longer create delegations.
 Note
The deactivated user remains on all in-process approval ows. If a deactivated user is a serial approver, then the requester
might have to withdraw or edit the document and resubmit it with a different approver.
Procedure
3. Search for and select the user to deactivate or reactivate.
4. Open the Actions dropdown and choose either Deactivate or Reactivate, depending on what you want to do.
5. Click OK.
Related Information

You can reset users' passwords and generate temporary passwords in the User Manager workspace of the administration area.
Prerequisites
Context
For authenticated users in the SAP Ariba solution, password management involves an administrator generating and resetting
temporary passwords. Password behavior, such as how frequently users must change their passwords, is controlled by site
parameter settings. Some parameter settings can be modi ed for your site by SAP Ariba Support.
Password settings control password expiration, password expiration noti cation, how frequently a user can reuse a password,
password length, password security questions, and lockout periods.
The following table describes the default password parameter settings and indicates which settings can be modi ed for your
site by SAP Ariba Support.
Setting Description Default Customer

Support Can
Modify
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Setting Description Default Customer

Support Can
Modify
Password expiration period The number of days a regular password remains valid Passwords Yes
before it expires. never expire
Password expiration warning period The number of days before a password is about to 14 Yes
expire that users are sent a warning message.
Generated password expiration The number of hours a temporary password remains 720 Yes
period valid after being generated by an administrator.
Generated password reset expiration The number of hours a temporary password remains 720 Yes
period valid after it's reset by an administrator.
Forgotten password expiration period The number of hours a temporary password remains 24 No
valid after a user enters a valid user name on the Forget
Your Password? page.
Password reuse limit Restricts password reuse. For example, when the setting 4 Yes
is 4, users aren't allowed to reuse any of their last four
passwords.
Password pattern matching feature When set to Yes, passwords must contain at least one Yes No
uppercase character, one lowercase character, and one
digit.
Maximum password length The maximum length, in characters, for passwords. 32 No
Minimum password length The minimum length, in characters, for passwords. 12 No
Minimum security answer length The minimum number of characters users must specify 5 No
when creating an answer to their password recovery
secret question.
Maximum security answer attempts The maximum number of incorrect answers users are 5 No
allowed to their password recovery secret question
before being locked out of the site.
Lockout period The number of minutes a locked out account is 120 No

inaccessible before it's automatically released.
Procedure
3. Search for and select the user whose password you want to generate or reset. You can select multiple users.
4. Click Generate Passwords.
5. Click the Display temporary passwords check box if you want to see the temporary password.
6. Click OK to send a login invitation message to the user, or Cancel to return to the previous page without sending a login
invitation message.
Results
Users for whom a password is generated or reset are immediately taken through the password reset process when they sign in.
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Starting or Ending Approval Delegation for a User

Administrators can temporarily assign a user’s approval authority to another user.
Prerequisites
Context
Typically, users delegate their own authority by clicking Delegate authority in the user preference menu. However, if needed
(such as for unplanned absences), customer administrators can create a delegation on someone else's behalf.
Procedure
2. Click User Manager, and then click Delegations. You can see all active delegations (either set by users or the customer
administrator) on the Delegations page.
3. Do one of the following:
Click Create Delegation to create a new delegation. Choose a user (the delegatee) to whom you're delegating
the delegator’s authority and set the dates when the delegation of authority starts and ends. Provide an
explanation for the delegation and indicate whether the delegator is to receive email noti cation messages about
approval requests being handled by the delegatee during the delegation period.
 Note
A user can only have one active delegation, even if the timeframe is different.
Select the user to change the delegatee.
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Select the user to end the delegation.
Related Information
Maximum duration of delegation

Sets a maximum length of time for approval delegation periods, in days, where a day is any 24-hour period of time. To restrict
the length of delegation periods, enter an integer of 1 or greater.
ID Application.Base.Delegation.MaximumNumberOfDays
Name Maximum duration of delegations
Default value 0, which means the duration is unlimited
The duration of a delegation period is determined by the delegation Start Date and End Date elds. The elds include a date
and time. If someone tries to set a delegation period longer than the maximum, an error message lets them know what the
maximum is.
Related Information
Topics about delegating approval authority
Intelligent Con guration Manager administration
Parameter Management in Intelligent Con guration Manager

When a user has permanently left your company, you can terminate the user. Terminating involves locking the user out of the
system, delegating the user’s authority to another user to complete any outstanding approvable tasks, and then deactivating
the user.
Prerequisites
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Procedure
1. Lock the user out of the system. Locking a user prevents the user from signing in to the SAP Ariba solution. For
instructions, see Locking Users Out of the System.
2. Complete one of the following choices:
Delegate the user’s authority to another user. For instructions, see Starting or Ending Approval Delegation for a
User.
The delegatee can act on all in-process approvable documents in the same way as the locked user (approve,
receive, reconcile, and so on), but cannot create new approvable documents.
For information on closing long-running approvable documents, see the user guide.
Reassign an approvable role to another user. For more information, see Approvable Roles Reassigned.
3. After all in-process approvable documents have been processed, end the delegation.
4. Deactivate the user. When you deactivate a user, the user is no longer active or visible in the SAP Ariba solution.
Related Information

You can add users to the Act As group to give them the ability to "act as" another user when signing in, in order to approve
requests and perform certain other actions in the name of the other user.
Context
The Act As group allows administrators to assign users to act as other users, without assigning all other administrator
privileges associated with the Customer Administrator group. The limited ability to act as other users is useful for users who
have to perform an action on behalf of another user in their absence, or for those who test a new functionality by acting as
different users.
Users assigned to the Act As group, who are also members of the Customer User Admin group, can search for users on the
User page in the User Manager workspace and act as them. They can continue to act as the selected user until they click Stop.
They can act as only one user in a particular login session. Users assigned to the Act As group can act as a member of the
Customer Administrator group only if they also belong to the Customer Administrator group.
The ability to act as another user is a powerful privilege and due care and caution must be exercised before assigning users to
the Act As group. Failure to do so could potentially lead to risks resulting from a user (the real user) acting as another user (the
effective user) getting elevated privileges associated with the latter. For example, the real user, when acting as an effective
user who is also a member of the Customer User Admin group, gets the latter's user management privileges, such as the ability
to add or edit users. The real user can then assign themselves to other groups, or modify the user settings of other unrelated
users. To mitigate the risks, some steps are incorporated, such as a warning message to the user choosing to act as another, an
email noti cation to the effective user when a user is acting as them, and an audit trail of a user acting as another. The sending
of email noti cation can be controlled across your site. If you don't want email noti cations to go out when users act as other
users, contact SAP Ariba Support to turn it off.
 Caution
We strongly recommend restricting membership of the Act As group to authorized persons only. Failure to do so could result
in the loss or destruction of data, or other unforeseen consequences, for which SAP Ariba is not responsible or liable in any
manner.
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Important considerations when using the Act As group
It's important to consider the following points before using the Act As group:
Users assigned to the Act As group have access to live data on your production site. For example, they can view and
export transaction reports, modify approval rules, view the bids that are in transit, among others.
These users can act as any administrator, other than a Customer Administrator, and get elevated privileges to make
changes.
The ability to act as is unlike delegation, where powers can be delegated to one user. A user can act as any other user,
and continue to do so as long as they remain assigned to the Act As group.
User actions, when acting as another user, are audited:
Actions speci c to approvable documents such as approval, record both the user taking the action, as well as the
effective user, on the document's History tab.
Actions such as running data import and export tasks or modifying data are captured in your site's audit log,
which you access by going to Site Manager Audit Log .
Procedure
1. Administrators belonging to the Customer Administrator group add the rst users to the Act As group.
2. Users belonging to both the Act As group and the Customer User Admin group can now add other users to the Act As
group.
3. Users belonging to the Act As group go to User Manager User , and search for users to act as.
They can see the Act As option in the Actions menu, for each user.
4. They can choose the Act As option for any user to act as that user.
A message appears with the warning that this is audited.
5. They can click OK to continue, or Cancel to exit.
Next Steps
Users can view an audit trail of users acting as other users. When one of the following events takes place, an entry is added in
the Site Manager Audit Log :
Members of the Act As group act as another user.
Members of the Customer Administrator group, or members of both the Act As group and the Customer User Admin
group, assign users to, or remove users from, the Act As group.

Use this procedure to enable, disable, and reset multifactor authentication for speci c users. You can also send reminders to
users who haven't set up multifactor authentication on their accounts.
Context
Customer administrators belonging to the Multi Factor Authentication Administrator group can perform a number of functions
including enabling and disabling multifactor authentication for users, resetting multifactor authentication, and sending
reminder email noti cations to users for setting up multifactor authentication.
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Users belonging to the Multi Factor Authentication Reset group can reset multifactor authentication for users and unlock
locked accounts.
Customer administrators can enable multifactor authentication for their own accounts, but they can't reset or disable
multifactor authentication for their own accounts, nor are they permitted to unlock their accounts if the accounts become
locked.
Procedure
1. In the Ariba Administrator, choose User Manager Multi Factor Authentication .
2. Click the User Authentication tab.
3. Search for and choose the user for which multifactor authentication is to be enabled.
Search results are shown in a table containing details of the user’s multifactor enablement and setup status as well as
login details. A lock icon is shown for users who have been locked out of the system after providing invalid veri cation
codes.
4. Perform one of the following administration tasks that is valid for the user's current status, and then click OK in the
corresponding con rmation window:
a. Click Enable for Login to enable multifactor authentication if it's not already enabled.
b. Click Disable for Login to disable multifactor authentication if it's already enabled.
c. Click Reset to reset multifactor authentication for the user.
d. Click Unlock to unlock the user account if it's locked.
e. Click Send Email Reminder to send reminders to users who haven't set up multifactor authentication on their
accounts.
User Pro le Changes

Users can modify and maintain some of their own pro le information, including default locale and currency, email address,
supervisor, and group membership.
Depending on your organization’s ERP system, users may be able to modify organization, accounting, delivery, and shipping
information.
In the default con guration, user pro le changes must be approved by the supervisor and the customer administrator to take
effect. Changes related to user contact data are recorded in the audit log.
 Note
User pro le changes initiated for deactivated users don't result in any changes even after the change request is approved.
Default Locale and Currency

Users can select their own default locale and currency on the Change Default Locale and Currency page.
 Note
When the default currency of an existing user is updated, the new currency code must be one that is active in the database.
You can't update existing user records with inactive currency codes (for example, TRL, NLG, IEP, DEM, and BEF).
Email Addresses
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Users can select their own email address information on the Change Personal Pro le page in the User Pro le wizard.
Users can't view or modify their alternate email addresses.
Supervisors
Users can select their own supervisor on the Change Personal Pro le page in the User Pro le wizard.
Group Membership
Users can select their own groups on the Change Personal Pro le page in the User Pro le wizard.
Team Requisition Members

Users can select their team members on the Change Personal Pro le page in the User Pro le wizard. The team members
de ned in a user's pro le can access the team requisitions of which the user is a preparer. They can also take over the
requisitions, if necessary. The option to de ne team members is available only for sites con gured for team requisitioning.
Accounting, Delivery, and Shipping Information (Generic)

Users can't select their own default billing address. For information on setting the default billing address for all users, see
Import User/Billing Address Relationships.
Organization, Accounting, Shipping, and Delivery Information (PeopleSoft)

For PeopleSoft, users can choose their own organization information (general ledger and purchasing business units), location
information (location address, account, department, product, and statistics codes), and shipping and delivery information
(shipping and delivery addresses) on the Accounting/Shipping Info page in the User Pro le wizard.
Organization, Accounting, Shipping, and Delivery Information (SAP)

For SAP, users can specify their own organization, accounting, and shipping and delivery information on the
Accounting/Shipping Info page in the User Pro le wizard.
Related Information

You can import users and related information by running either the set of individual data import tasks that read from multiple
CSV les, or the simpli ed data import tasks that read from single CSV les. We recommend that you use the simpli ed data
import tasks to import user data.
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Simpli ed Data Import Tasks for User Data

Individual CSV Files for User Data Import
User Maintenance Using CSV Files
Related Information
User Pro le Changes
Simpli ed Data Import Tasks for User Data

You can import all users and user-group mapping related information using the simple data import tasks, Import User Data
(Consolidated File) and Import User to Group Mapping Data (Consolidated File) that use single CSV les rather than running
the individual data import tasks that each use separate CSV les.
Setting Default Master Data Field Values

Import User Data (Consolidated File)
UserConsolidated.csv: Example CSV File for Generic
UserConsolidated.csv: Example CSV File for SAP
UserConsolidated.csv: Example CSV File for PeopleSoft
Import User to Group Mapping Data (Consolidated File)
Import Approval Authority Delegations
Setting Default Master Data Field Values

You can set default values for certain master data elds that are de ned by the Import User Data (Consolidated File) data
import task.
Context
The default values are used when the elds in the CSV le do not contain values. If you do not specify default values, and if the
CSV import le does not contain values for these elds, then no data is populated for these elds.
Procedure
1. Sign in to your Ariba site using your administrator user name and password.
2. On the dashboard, click Manage Core Administration .
3. Click Integration Manager, and then click Master Data Default Values.
4. Search for the Import User Data (Consolidated File) data import task and click Edit.
5. Specify the desired default values for each master data eld.
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The following table lists the master data elds for which default values can be speci ed. The elds displayed depend on
the ERP system that the Ariba solution integrates with:
Data Import Task Master Data Field Generic SAP PeopleSoft
Import User Data (Consolidated File) Deliver To X X X
Purchasing X
Organization
Purchasing Group X
6. Click Save to save your changes.
Import User Data (Consolidated File)

The Import User Data (Consolidated File) imports data from a single CSV le, UserConsolidated.csv, and contains both
enterprise and ERP-speci c data consolidated from multiple CSV les used by multiple data import tasks. It allows you to import
all user-group mapping related data using a single CSV le instead of several different les.
The following table lists the single CSV le that this task reads from, and indicates the other data import tasks and les from
which the data is consolidated:
Data Import Task Imports from This CSV File Contains Data Consolidated from These Data Import Tasks
and Files
Import User Data UserConsolidated.csv Import Enterprise User/Supervisor Relationships

(Consolidated File)
SharedUserSupervisor.csv
Import Enterprise User Alternate Email Addresses
SharedUser.csv
SharedUserAlternateEmail.csv
Import Enterprise Users
SharedUser.csv
Import User/Billing Address Relationships
SharedUserBillingAddressMap.csv
Import User/Ship To Address Relationships
SharedUserShipToAddressMap.csv
Import Users
User.csv
UserPCardMap.csv
Import User Approval Limits
UserApprovalLimit.csv
For security reasons, user IDs (the UniqueName eld) cannot contain apostrophes.
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If the users’ currency and locale values are not speci ed in the UserConsolidated.csv le, and the values are Null in the
database, then the currency and locale values are set to the default values for your site. You cannot create a new user or
update an existing user with a default currency that is an inactive currency code in the database (for example, TRL, NLG, IEP,
DEM, and BEF).
User email addresses are checked for validity. Valid email addresses must be entered, even in test environments. Invalid email
addresses trigger an error message and must be corrected. For data import operations, the validity check runs only when a new
user is loaded or when the email address of an existing user is changed. By default, an email address must include a valid,
existing domain. (SAP Ariba Customer Support can set a parameter to turn off the domain portion of the validity check, in which
case only syntax is checked. The name of the parameter is Application.Base.EnforceEmailDomainCheck.)
 Note
If SAP Ariba Customer Support con gured a set of valid email address domain names speci cally for your site, any domain
you use in the email address eld for a user must match a domain in that set.
For information about the AlternateEmailAddresses eld, see Import Enterprise User Alternate Email Addresses.
UserConsolidated.csv: Example CSV File for Generic

Each record in UserConsolidated.csv de nes ERP-speci c user information a for a single user.
Following is an example of the UserConsolidated.csv le for Generic:
Cp1252
UniqueName,PasswordAdapter,Name,EmailAddress,DefaultCurrency.UniqueName,LocaleID.
demo123,PasswordAdapter1,demo123,[email protected],USD,en_US,,12345,12345,US001,US001,kstable
If the SAP Ariba solution is integrated with the SAP Cloud Identity Services – Identity Authentication service customers can use
Identity Authentication for user authentication and single sign-on. In this case, the UserConsolidated.csv le contains an
additional column as the last column, with the header UserUUID, as in the following example:
Cp1252,,,,,,,,,,,,,,,,,,,,,,,,,,,
UniqueName,,,,,,,,,,,,,,,,,,,,,,,,,,,,UserUUID
aribauser1,,,,,,,,,,,,,,,,,,,,,,,,,,,,sample-UUID3
UserConsolidated.csv: Example CSV File for SAP

Each record in UserConsolidated.csv de nes ERP-speci c user information a for a single user.
Following is an example of the UserConsolidated.csv le for SAP:
Cp1252,,,,,,,,,,,,,,,,,,,,,,,,,,,
aribauser1,PasswordAdapter1,Deliver to DefaultName1,[email protected],USD,en_US,,12345,12345,
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Cp1252,,,,,,,,,,,,,,,,,,,,,,,,,,,
UserConsolidated.csv: Example CSV File for PeopleSoft

Each record in UserConsolidated.csv de nes ERP-speci c user information for a single user.
Following is an example of the UserConsolidated.csv le for PeopleSoft:
Cp1252
test1,PasswordAdapter1,Alex Agassi,[email protected],USD,en_US,,12345,12345,SHARE:US001,kstab
Cp1252,,,,,,,,,,,,,,,,,,,,,,,,,,,
Import User to Group Mapping Data (Consolidated File)

The Import User to Group Mapping Data (Consolidated File) data import task de nes user-group mappings and is also used to
make users responsible for speci c purchasing units through their group assignments. It reads from the
UserGroupConsolidated.csv le.
This task imports data from a single CSV le and contains data consolidated from multiple CSV les used by multiple data
import tasks. You can import all user-group mapping related data using a single CSV le instead of several different les.
The following table lists the single CSV le that this task reads from, and indicates the other data import tasks and les from
which the data is consolidated:
Data Import Task Imports from This CSV File Contains Data Consolidated from These Data Import
Tasks and Files
Import User to Group Mapping UserGroupConsolidated.csv Import User Group Mapping

Data (Consolidated File)
UserParentGroup.csv
GroupSharedUserMap.csv
Import Responsible User Assignments
User.csv
ResponsibleUser.csv
 Caution
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We recommend that you exercise caution when using the Update Only data import operation. It replaces all the existing
users associated with a given group with the users speci ed in the CSV le.
You can con gure your site to delete the responsible purchasing unit entries when users are removed from groups using the
Import User to Group Mapping Data (Consolidated File) data import task. To con gure your site, your administrator must
enable the Delete responsible purchasing unit entries for users removed from groups
(Application.Approvable.DeleteResponsiblePurchasingUnitEntriesForUsersRemovedFromGroups)
parameter. See Delete responsible purchasing unit entries for users removed from groups.
UserGroupConsolidated.csv: Example CSV File for PeopleSoft, SAP and Generic

Each record in UserGroupConsolidated.csv de nes ERP-speci c user information for a single user.
Following is an example of the UserGroupConsolidated.csv le:
Cp1252
UniqueName,User_UniqueName,PasswordAdapter,PurchasingUnit
Legal Entity User,gsayers,PasswordAdapter1,US003

Legal Entity User,adavis,PasswordAdapter1,US005
Import Approval Authority Delegations

You can set up multi-user approval authority delegation to allow a user (delegator) to delegate his or her approval authority to
multiple users (delegatees). One of the delegatee users can then approve documents on behalf of the delegator if the
delegator needs to be off work for a certain period of time. For more information, see About Delegating Approval Authority.
The Import Approval Authority Delegations task imports delegator-delegatee mappings to de ne user delegations.
The following table lists the elds in the ApprovalAuthorityDelegations.csv le used by this task:
Field name Required Description Sample value
UniqueName Yes String. A unique internal adavid

identi er for the user. This is the
name a user enters when signing
in to the SAP Ariba solution.
PasswordAdapter Yes String. The name of a password PasswordAdapter1

adapter, which must match a
value de ned in
System.PasswordAdapters.
DelegationScope Yes String. Provides a record of the DelegationScope

permissions a delegator assigns
to the delegatees for an
approvable document.
UniqueName Yes String. A unique internal dsteyn

identi er for a user delegating
the approval authority. This is
the name a user enters while
signing in to the SAP Ariba
solution.
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Field name Required Description Sample value
PasswordAdapter Yes String. A unique internal dsteyn

identi er for a user. This is the
name a user enters while signing
in to the SAP Ariba solution.
Delegatee Yes String. The unique name of the mhughes

delegatee (the user who is being
delegated the approval
authority).
DelegateePasswordAdapter Yes String. The name of a password PasswordAdapter1

value de ned in
StartDate Yes Date. The time at which the

delegation period must start.
 Note
In the default con guration,
you can specify a past date
as the start date of
delegation. If required, you
can have your site con gured
to prevent users from
specifying a past date as the
start date of delegation. For
help with this setting, please
contact SAP Ariba Customer
Support.
EndDate Yes Date. The time at which the

delegation period must end.
Reason Yes String. A description explaining

the reason for the delegation of
authority.
NotifyDelegator Yes Boolean. If true, this eld No

indicates that the delegator
requires to receive the email
noti cations that the delegatee
receives during the delegation
period.
DelegationCreator Yes String. The unique name of the djones

delegator (user who creates the
delegation).
DelegationCreatorPasswordAdapter Yes String. The name of a password PasswordAdapter1

value de ned in
For example:
UniqueName,PasswordAdapter,DelegationScope,Delegatee,DelegateePasswordAdapter,StartDate,EndDate,Rea
cnoll,PasswordAdapter1,ALL,adavis,PasswordAdapter1,02/26/2018 00:00:00 IST,12/31/2018 00:00:00 IST,
cnoll,PasswordAdapter1,ALL,mditka,PasswordAdapter1,02/26/2018 00:00:00 IST,12/31/2032 00:00:00 IST,
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This task has a corresponding export task named Export Approval Authority Delegations.
Individual CSV Files for User Data Import
Individual Data Import Tasks for User Data

User Data CSV File Relationships
Import Addresses
Import Enterprise User/Supervisor Relationships
Import Enhanced Address Format Template
Import Users
Import User Group Mappings
Individual Data Import Tasks for User Data

The following table lists the individual data import tasks and CSV les that de ne user information, indicates whether the data
originates in a PeopleSoft or SAP system, and speci es whether the data is required. Tasks appear in the recommended data
import order.
Data Import Task CSV Files Imported PeopleSoft SAP Required

and Generic
Import Enterprise Users SharedUser.csv X Yes
Import Addresses Address.csv X Not provided. Yes
Import Enterprise User Alternate SharedUser.csv X No

Email Addresses SharedUserAlternateEmail.csv
Import User/Billing Address SharedUserBillingAddressMap.csv Not provided X Yes

Relationships for PeopleSoft.
See Import
User/Billing
Address
Relationships.
Import User/Ship To Address SharedUserShiptoAddressMap.csv X X Yes

Relationships
Import Users User.csvUserPCardMap.csv X Yes
Import User Group Mappings UserParentGroup.csv Yes

Import User Approval Limits UserApprovalLimit.csv Not provided Yes

for Generic. For
Generic user
approval limits
are de ned in
User.csv.
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Data Import Task CSV Files Imported PeopleSoft SAP Required

and Generic
Import Enterprise User/Supervisor SharedUserSupervisor.csv X Yes

Relationships
 Note
You can manually maintain GroupSharedUserMap.csv, or retrieve the data from an SAP system. Some user assignments
to groups can be made automatically, and other user assignments to groups can be manually maintained. Both are
supported.
User Data CSV File Relationships

When you use legacy data import tasks rather than the simpli ed data import tasks, the CSV les for user data are
interconnected.
The following diagrams illustrate the relationships between the various user CSV les.
PeopleSoft
SAP
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Generic

The Import Enterprise Users data import task de nes enterprise user information. It reads data from the CSV le named
SharedUser.csv. You can also import enterprise user information using the simpli ed About Import User Data (Consolidated
File) data import task that reads from the UserConsolidated.csv le.
For security reasons, user IDs (the UniqueName eld in SAP and Generic variants and the EMPLID eld in PeopleSoft variants)
cannot contain apostrophes.
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If the users’ currency and locale values are not speci ed in the SharedUser.csv le, and the values are Null in the database,
then the currency and locale values are set to the default values for your site. You cannot create a new user or update an
existing user with a default currency that is an inactive currency code in the database (for example, TRL, NLG, IEP, DEM, and
BEF).
User email addresses are checked for validity. Valid email addresses must be entered, even in test environments. Invalid email
addresses trigger an error message and must be corrected. For data import operations, the validity check runs only when a new
user is loaded and when the email address of an existing user is changed. By default, an email address must include a valid,
existing domain. (SAP Ariba Customer Support can set a parameter to turn off the domain portion of the validity check, in which
case only syntax is checked. The name of the parameter is Application.Base.EnforceEmailDomainCheck.)
 Note
If SAP Ariba Customer Support con gured a set of valid email address domain names speci cally for your site, any domain
you use in the email address eld for a user must match a domain in that set.
SharedUser.csv SAP and Generic Example

Each record in the SharedUser.csv le provides information about a single user.
Following is an example of SharedUser.csv for SAP and Generic:
UTF8
EmailAddress,Fax,Name,PasswordAdapter,Phone,TimeZoneID,DefaultCurrency.UniqueNa
[email protected],,Alex Agassi,PasswordAdapter1,,PST,USD,en_US,[Buyer],aagassi
[email protected],,Arnold Davis,PasswordAdapter1,PST,USD,en_US,[Buyer],adavis
[email protected],,Arnold Karras,PasswordAdapter1,PST,USD,en_US,[Buyer],akarras
SharedUser.csv: PeopleSoft Example

Each record in the SharedUser.csv le provides information about a single user.
Following is an example of SharedUser.csv for PeopleSoft:
UTF8
EMAILID,NAME,PasswordAdapter,TimeZoneID,CURRENCY_CD,LOCALECD,EMPLID
[email protected],Alex Agassi,PasswordAdapter1,PST,USD,en_US,aagassi
[email protected],Arnold Davis,PasswordAdapter1,USD,PST,en_US,adavis
[email protected],Arnold Karras,PasswordAdapter1,PST,USD,en_US,akarras
Import Addresses
For PeopleSoft and Generic, your con guration must include a standard set of shipping and billing addresses. The Import
Addresses data import task de nes shipping and billing addresses. It reads data from the CSV le named Address.csv.
For SAP, Import Addresses can be used to import generic addresses from SAP back-end systems that can be used as shipping
and billing addresses. You can also import nonstandard addresses created by your users in the SAP back-end systems to avoid
creating the same nonstandard addresses in SAP Ariba Procurement solutions. The imported nonstandard addresses will be
available only to the users who created them. Each address imported by this task will be associated with a speci c company
code. After you import the addresses, and they are available in your SAP Ariba Procurement solutions, you must run the Import
Plant to Purchase Organization Mapping task to map the addresses to the corresponding purchasing organizations. This
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ensures the imported addresses can be used when creating approvable documents. Alternatively, you can contact SAP Ariba
Customer Support to enable a parameter that will ensure the imported addresses can be used without running the Import
Plant to Purchase Organization Mapping task.
You associate users with default shipping addresses in the le SharedUserShipToAddressMap.csv. For more information,
see Import User/Ship To Address Relationships.
 Note
For sites enabled to support India goods and services tax (GST) on approvables, you can use this task to de ne the state
code for an address.
Nonstandard Addresses in CSV Files

Your site might be con gured to allow users to enter nonstandard addresses. The following optional elds in the Address.csv
le apply to nonstandard addresses only: Creator.UniqueName, Creator.PasswordAdapter. These elds are blank for
the system (standard) addresses imported from your ERP system.
For descriptions of these elds, see the Data Dictionary. Instructions for downloading the Data Dictionary are found in the Data
Dictionary: Details About Import and Export Tasks guide.
For general information about nonstandard addresses, see User Pro le Concepts.
Keep the following points in mind when working with nonstandard addresses in the Address.csv le:
For PeopleSoft and Generic, you cannot create nonstandard addresses by importing them. If the Address.csv le
contains a nonstandard address, importing the le updates existing data. If the nonstandard address does not exist,
however, it is not created in the system.
When you import Address.csv, the values in Creator.UniqueName and Creator.PasswordAdapter are ignored.
You cannot change the values in these elds.
As a best practice, export addresses from your SAP Ariba Procurement solutions before importing new address data.
Users might have modi ed or created nonstandard addresses, and exporting updated data will help prevent overwriting
user-entered nonstandard addresses.
As a best practice, don't include nonstandard addresses in the import le when importing addresses. Doing so changes
the adapter source of the addresses, which can lead to errors during invoice reconciliation. To manage nonstandard
addresses, see Changing or Deactivating a Nonstandard Shipping Address (SAP Ariba Procurement solutions).
Address.csv: PeopleSoft Example

Each record in Address.csv de nes a single address.
Following is an example of Address.csv for PeopleSoft:
UTF8
SETID_LOCATION_,SETID,LOCATION,LOC_DESCR,DESCR,ADDRESS1_ADDRESS2_ADDRESS3_AD_,CITY,STATE,POSTAL,COU
CRM02:31801,CRM02,31801,Main,,7100 Irvine Ave,Irvine,CA,92602,US,444-1515,,,,,
CRM01:US120,CRM01,US120,CRM APPLIANCE MAIN OFFICE,,100 Owens Drive,Pleasanton,CA,94588,US,,,,,,
CRM01:US200,CRM01,US200,CRM APPLIANCE TRUCK CENTER,,4433 Hacienda,Pleasanton,CA,94588,US,,,,,,
Line2 and Line3 are for multi-line street addresses. To have multiline street addresses, include embedded carriage returns
directly in the data source. The character length for this eld can be customized.
Address.csv: Generic Example

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Following is an example of Address.csv for Generic:
UTF8
UniqueName,Name,Lines,City,State,PostalCode,Country,Phone,Fax,URL,BillTo,ShipTo,PurchasingUnit,Line
US001,Austin,3450 Industrial Park Road,Austin,TX,78701,US,214-401-5555,214-401-5575,,true,false,US0
US002,Sacramento Mfg.,1000 Global Parkway,Sacramento,CA,95801,US,916-465-7810,916-465-7819,,true,fa
US003,Sacramento,1400 Global Parkway,Sacramento,CA,95801,US,916-465-7890,916-465-7699,,,,,,,,
The State column can contain state, province, or region data. (In the user interface, the eld label is State/Province/Region.)
Address.csv: SAP Example

Following is an example of Address.csv for SAP:
UTF8
UniqueName,Name,Lines,City,State,PostalCode,Country,Phone,Fax,URL,BillTo,ShipTo,PurchasingUnit,Line
US001,Austin,3450 Industrial Park Road,Austin,TX,78701,US,214-401-5555,214-401-5575,,true,false,US0
US002,Sacramento Mfg.,1000 Global Parkway,Sacramento,CA,95801,US,916-465-7810,916-465-7819,,true,fa
US003,Sacramento,1400 Global Parkway,Sacramento,CA,95801,US,916-465-7890,916-465-7699,,,,,,,,
The State column can contain state, province, or region data. (In the user interface, the eld label is State/Province/Region.)
Creator.UniqueName column can contain the unique identi er of the user who created the nonstandard address.

You can import alternate email addresses for enterprise users. Alternate email addresses are email addresses other than the
ones speci ed in SharedUser.csv.
This task is a header-detail task that reads data from the CSV les named SharedUser.csv and
SharedUserAlternateEmail.csv. This task updates data for existing users only. It does not create new users.
 Note
You can also import this data using the simpli ed Import User Data (Consolidated File) data import task that reads from the
UserConsolidated.csv le.
No communications are sent to alternate email addresses. They are used only for lookup and validation purposes in the
following cases:
If a non-PO invoice contains an email address that is not one of the primary addresses speci ed in SharedUser.csv,
your SAP Ariba site can locate the user based on the user’s alternate email address instead. Noti cation of the invoice is
then sent to the user’s primary email address.
If email approvals are enabled, and a user sends an email approval from a non-primary email address, your SAP Ariba
site can use the alternate email address to verify that the email is coming from a valid email address for that user. (For
alternate email addresses to be used in this way, the EmailApprovalAutoReject parameter must be set to Yes.)
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In verifying an email address, your SAP Ariba site rst looks at the primary email addresses (the addresses from
SharedUser.csv). If the email address is not found there, your SAP Ariba site looks at the alternate email addresses (the
addresses from SharedUserAlternateEmail.csv).
There is no restriction on the number of alternate email addresses assigned to a user. You can remove an alternate email
address from a user’s account by going to the User Manager workspace of Ariba Administrator.
The following is an example of SharedUserAlternateEmail.csv.
UTF8
UniqueName,PasswordAdapter,Address
aagassi,PasswordAdapter1,[email protected]
akarras,PasswordAdapter1,[email protected]
akarras,PasswordAdapter1,[email protected]
Import Enterprise User/Supervisor Relationships

The Import Enterprise User/Supervisor Relationships data import task associates users with their supervisors. It reads data
from the CSV le named SharedUserSupervisor.csv. You can also import this data by running the simpli ed Import User
Data (Consolidated File) data import task that reads from the UserConsolidated.csv le.
 Note
In the Data Dictionary, the worksheet for Import Enterprise User/Supervisor Relationships lists the le name as
SharedUser.csv. When you run this data import task, you can specify either SharedUserSupervisor.csv or
SharedUser.csv as the le to import, but regardless of the le name, make sure the columns in the CSV le match the
columns listed in the Data Dictionary for this task. When you import this data as part of a batch import operation, the le
name must be named SharedUserSupervisor.csv.
Following is an example of a SharedUser.csv le for importing relationships of enterprise users to supervisors.
UTF8
UniqueName,PasswordAdapter,Supervisor.UniqueName,Supervisor.PasswordAdapter
aagassi,PasswordAdapter1,kstabler,PasswordAdapter1
adavis,PasswordAdapter1,ghalas,PasswordAdapter1
akarras,PasswordAdapter1,bsanders,PasswordAdapter1
akurosawa,PasswordAdapter1,cnoll,PasswordAdapter1
amanning,PasswordAdapter1,dclark,PasswordAdapter1

The Import User/Billing Address Relationships data import task associates billing addresses with users in SAP and Generic. In
PeopleSoft, a user’s billing address is set from the business unit assignment.
Import User/BillingAddress Relationships reads data from the CSV le named SharedUserBillingAddressMap.csv.
 Note
You can also import this data by running the simpli ed Import User Data (Consolidated File) data import task that reads
from the UserConsolidated.csv le.
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Default Billing Address

For PeopleSoft, billing (“Bill To”) addresses are associated with business units in the SETID_BILL_LOCATION_ column in the
le BusinessUnit.csv. For SAP and Generic, the default billing address is the address used for users who are not mapped to
a speci c billing address.
For PeopleSoft, a user’s default billing address is the billing address associated with the business unit to which they are
assigned. Users are assigned to business units in the le User.csv. For users who are not assigned to business units, the
default billing address is the default billing address con gured for your site. SAP Ariba Customer Support con gures the default
billing address for your site by setting a system parameter. This parameter speci es the unique internal identi er of an address
de ned in Address.csv.
For SAP, the default billing address for all users is con gured by a system parameter, which is set by SAP Ariba Customer
Support. This parameter speci es the unique internal identi er of a billing address de ned in the le Plant.csv.
For Generic, the default billing address for all users is con gured by a system parameter, which is set by SAP Ariba Customer
Support. This parameter speci es the unique internal identi er of a billing address de ned in Address.csv. In the sample
data, the default billing address has the unique name DEFAULT_BILLING_ADDRESS.
SharedUserBillingAddressMap.csv: SAP Example

Each record in SharedUserBillingAddressMap.csv de nes a single address mapping.
Following is an example of SharedUserBillingAddressMap.csv for SAP:
UTF8
UniqueName,PasswordAdapter,SAPBillingAddress
aagassi,PasswordAdapter1,3000
aalcott,PasswordAdapter1,3000
acabrera,PasswordAdapter1,3000
adavis,PasswordAdapter1,412,3000
adecaux,PasswordAdapter1,412,3000
adonovan,PasswordAdapter1,412,3000
SharedUserBillingAddressMap.csv: Generic Example

Each record in SharedUserBillingAddressMap.csv de nes a single address mapping.
Following is an example of SharedUserBillingAddressMap.csv for Generic:
UTF8
UniqueName,PasswordAdapter,GenericBillingAddress
aagassi,PasswordAdapter1,US001
adavis,PasswordAdapter1,US002
akarras,PasswordAdapter1,US003
akurosawa,PasswordAdapter1,JPN01
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The Import User/Ship To Address Relationships data import task associates shipping addresses with users. It reads data from
the CSV le named SharedUserShipToAddressMap.csv.
For information on using the SharedUserSingleShipToAddressMap.csv le to replace existing user/ship to address

relationships, see How to replace user shipping addresses.
 Note
SharedUserShipToAddressMap.csv: SAP Example

Each record in SharedUserShipToAddressMap.csv de nes a single address mapping.
Following is an example of SharedUserShipToAddressMap.csv for SAP:
UTF8
UniqueName,PasswordAdapter,SAPPlant
aalcott,PasswordAdapter1,3000
acabrera,PasswordAdapter1,3000
adecaux,PasswordAdapter1,412,3000
adonovan,PasswordAdapter1,412,3000
SharedUserShipToAddressMap.csv: PeopleSoft Example

For PeopleSoft, a user’s default location is speci ed in the SETID_LOCATION_ column in the le User.csv. The
SETID_LOCATION_ column contains the unique internal identi er of an address de ned in the le Address.csv.
Following is an example of SharedUserShipToAddressMap.csv for PeopleSoft:
UTF8
UniqueName,PasswordAdapter,PeoplesoftShipTo
aagassi,PasswordAdapter1,SHARE:US001
adavis,PasswordAdapter1,SHARE:US002
akarras,PasswordAdapter1,SHARE:US003
akurosawa,PasswordAdapter1,SHARE:JPN01
SharedUserShipToAddressMap.csv: Generic Example

Each record in SharedUserShipToAddressMap.csv de nes a single address mapping.
Following is an example of SharedUserShipToAddressMap.csv for Generic:
UTF8
UniqueName,PasswordAdapter,GenericShipTo
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akarras,PasswordAdapter1,US003
akurosawa,PasswordAdapter1,JPN01
Import Enhanced Address Format Template

You can customize the format of country/region-speci c addresses displayed on documents to conform to the address formats
followed in different countries. For example, the format of addresses for Japan can be customized to start with the postal code,
followed by the country name (Japan), prefecture, and city and subareas. Similarly, for a country/region that follows the
international address format, you can con gure the address format to start an address with the recipient's name and end it
with the prefecture and postal code.
While de ning the address format for a country/region, you can con gure the following:
The format in which the address elds for the Ship To, Bill To, and other addresses are organized in the print layout of
documents. This also includes the expanded view of the Ship From, Ship To, and Remit To addresses that appear on
invoices.
The unique order in which the address elds are displayed on the review page when users click an address link on a
document to review the details of the address.
 Note
Some addresses (for example, the supplier address) are displayed on documents as a link. When users click an
address link, the SAP Ariba solution displays the details of the address elds for review on a new page.
The Import Enhanced Address Format Template task de nes the format in which country/region-speci c addresses
are displayed in the print layout view of documents and the order in which such elds are displayed when users choose to review
the details of addresses on documents. This task uses the AddressTemplate.csv le to de ne the format of the addresses
displayed on approvable documents. The following is the list of elds in the AddressTemplate.csv le:
Field name Description
UniqueName Speci es the unique identi er for a country/region (for example, JP for Japan).
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Field name Description
Template De nes the addressing sequence and the structure based on which addresses speci c to a country/region must be displa
describe the components of an address.
The following are the prede ned address elds used as placeholders to de ne the structure of an address:
Name: The unique identi er of the recipient or a location.
UniqueName: The unique identi er for a country/region.
Lines: The lines constituting an address.
PostalAddress.Lines: The rst line of an address.
PostalAddress.Line2: The second line of an address.
PostalAddress.Line3: The third line of an address.
City: The city applicable for the address.
PostalAddress.City: The city applicable for the address. You can use either or both the City or the PostalA
State: The state applicable for the address.
PostalAddress.State: You can use either or both the State or the PostalAddress.State tag to specify t
PostalCode: The postal code for a location.
PostalAddress.PostalCode: The postal code for a location. You can use either or both the PostalCode or t
Country: The unique internal identi er of the country/region applicable for the address.
PostalAddress.Country: The unique internal identi er of the country/region applicable for the address. You c
Phone: The phone number associated with an address.
Fax: The fax number associated with an address.
 Note
This template also determines the format in which the Ship From, Ship To, and Remit To addresses are displayed on invo
FieldsOrder Speci es the order in which the elds (including custom elds) describing an address for a country/region must appear in
 Note
While de ning the order of elds, we recommend that you use the PostalAddress.Country tag instead of the Coun
The following is an example of de ning the order of the address elds for a country/region:
@@Phone@@","Name:UniqueName:PostalAddress.Lines:PostalAddress.Line2:PostalAddress.Line3:Post
Description (Optional) A brief description to include any additional information about the address format for a country/region.
The following is an example of the AddressTemplate.csv le that includes customized address formats:
UTF-8,,,,
"UniqueName","Template","FieldsOrder","Description"
"US","Address in the US:
City: @@City@@ - @@PostalCode@@
@@Country@@,
State: @@State@@ , @@Name@@ ,
@@PostalAddress.Line2@@, @@PostalAddress.Line3@@,
Phone: @@Phone@@
@@PostalAddress.Lines@@ US address, @@PostalCode@@","Contact:Phone:Fax:City:State:PostalAddress.Cit
"JP","Address in Japan:
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@@Country@@ - @@PostalCode@@
@@State@@, @@City@@
@@Lines@@
@@Name@@
Phone: @@Phone@@
@@Phone@@","PostalAddress.Country:PostalAddress.PostalCode:PostalAddress.State:PostalAddress.City:P
"DE","Address:
@@Name@@
@@PostalCode@@ , @@City@@
@@Country@@ , @@State@@ , @@Phone@@, @@PostalAddress.Line2@@, @@PostalAddress.Line3@@,
Street: @@PostalAddress.Lines@@, @@PostalCode@@","Contact:Phone:Fax:City:State:PostalAddress.City:P
In this example, the following code snippet determines the template based on which addresses in the US are displayed in
the print layout view of documents.
"US","Address in the US:

City: @@City@@ - @@PostalCode@@
@@Country@@,
State: @@State@@ , @@Name@@ ,
@@PostalAddress.Line2@@, @@PostalAddress.Line3@@,
Phone: @@Phone@@
Similarly, the following code snippet refers to the address template for Japan:
"JP","Address in Japan:
@@Country@@ - @@PostalCode@@
@@State@@, @@City@@
@@Lines@@
@@Name@@
Phone: @@Phone@@
Based on the address templates de ned for each country/region in the example, the following image indicates the
format in which the Supplier, Ship To, and Bill To addresses appear on the print view of a requisition:
In the example, the following is the code snippet that determines the order in which the elds constituting an address in
Japan are displayed for review:
"PostalAddress.Country:PostalAddress.PostalCode:PostalAddress.State:PostalAddress.City:PostalA
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The following image displays a sample view of the Review Details for Ship To window when users choose to review the
details of a Ship To address in Japan:
 Note
If you do not de ne the address format for a country/region, the SAP Ariba solution applies the address format
de ned in the default con guration.
The Import Enhanced Address Format Template task does not include a corresponding data export task.
Therefore, we recommend that you maintain a backup of the AddressTemplate.csv le for future requirements.
Import Users
The Import Users data import task de nes ERP-speci c user information and purchasing card assignments.
The Import Users data import task reads data from the following CSV les:
CSV File Description
User.csv Contains default accounting information, including the user’s delivery address, cost center,
business unit, account, subaccount, product, project, and purchasing unit. It also includes the
user’s approval limits.
UserPCardMap.csv Contains user-to-purchasing card mappings. If you do not want to assign purchasing cards to
users, create this le with column headings, but without data. If your UserPCardMap.csv le
contains data, you must run the Import PCards data import task before running Import Users.
This le is not used by the SAP Ariba Invoice Management solution package (SAP Ariba Invoice
Management), but it is still required by the Import Users data import task. When you create
this le, include the column headings only.
 Note
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Default Accounting Information in the User.csv File
User.csv and UserPCardMap.csv PeopleSoft Examples
User.csv and UserPCardMap.csv SAP Examples
User.csv and UserPCardMap.csv Generic Examples
Related Information
PCards Import
Default Accounting Information in the User.csv File

You de ne default accounting information for each user in User.csv. Certain user information corresponds directly with
various accounting CSV les.
For more information on accounting defaulting, see Accounting Information Defaulting.
The following diagrams illustrate the relationships between the columns in User.csv and the columns in accounting CSV les.
Generic
SAP
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PeopleSoft
User.csv and UserPCardMap.csv PeopleSoft Examples

Each record in Users.csv de nes a ERP-speci c user information a for a single user. Each record in UserPCardMpa.csv
de nes a single PCard assignment.
Following is an example of User.csv for PeopleSoft:
UTF8
EMPLID,PasswordAdapter,NAME,BUSINESS_UNIT,BUSINESS_UNIT_GL,SETID_LOCATION_,SETID_
aagassi,PasswordAdapter1,Alex Agassi,US001,US001,SHARE:US001,SHARE:50000,SHARE:ALLPRD,SHARE:100001,
adavis,PasswordAdapter1,Arnold Davis,US004,US004,SHARE:US001,SHARE:50000,SHARE:ALLPRD,SHARE:100001,
akarras,PasswordAdapter1,Arnold Karras,US003,US003,SHARE:US001,SHARE:13000,SHARE:ALLPRD,SHARE:10000
Following is an example of UserPCardMap.csv for PeopleSoft:
UTF8
EMPLID,PasswordAdapter,CardNumber
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cevert,PasswordAdapter1,1111111111000002
clavillette,PasswordAdapter1,1111111111000003
dtoms,PasswordAdapter1,2222222222000001
hxgu,PasswordAdapter1,3333333333000001
In SAP Ariba Invoice Management, include the column headings only. For example:
UTF8
EMPLID,PasswordAdapter,CardNumber
User.csv and UserPCardMap.csv SAP Examples

Each record in Users.csv de nes a ERP-speci c user information a for a single user. Each record in UserPCardMpa.csv
Following is an example of User.csv for SAP:
UTF8
UniqueName,PasswordAdapter,ManagementLevel,VanillaDeliverTo,SAPShipTo,SAPCostCent
aagassi,PasswordAdapter1,6,Alex Agassi,3000,0000003100,3000,3000,100,3000,0000445000,0000001000,
aalcott,PasswordAdapter1,7,Ann Alcott,3000,0000004110,3000,3000,100,3000,0000445000,,
acabrera,PasswordAdapter1,7,Andre Cabrera,3000,0000004110,3000,3000,100,3000,0000445000,,
adavis,PasswordAdapter1,6,Arnold Davis,3000,0000002300,3000,3000,100,3000,0000445000,,
Following is an example of UserPCardMap.csv for SAP:
UTF8
UniqueName,PasswordAdapter,CardNumber
UTF8
User.csv and UserPCardMap.csv Generic Examples

Each record in Users.csv de nes ERP-speci c user information a for a single user. Each record in UserPCardMpa.csv
Following is an example of User.csv for Generic:
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UTF8
UniqueName,PasswordAdapter,ManagementLevel,VanillaDeliverTo,Company,CostCenter,Bu
arother,PasswordAdapter1,6,Algar Rother,05,6300,DEU01,,5040,,,DEU01,5000,5000,
clavillette,PasswordAdapter1,7,Catherine Lavillette,05,6300,DEU01,,5040,,,DEU01,1000,1000,
krautenberg,PasswordAdapter1,6,Karl Rautenberg,05,6300,DEU01,,5040,,,DEU01,5000,5000,
ktanner,PasswordAdapter1,8,Kirsten Tanner,05,6300,DEU01,,5040,,,DEU01,,,
If you do not include approval limits in the ApprovalLimit and ExpenseApprovalLimit columns in User.csv, the user’s
supervisor is not added to the approval ow by the approval rule ManagerWithSupervisor. However, keep in mind that your site
might use other default or custom approval rules that add the user's supervisor to the approval ow for certain approvable
documents.
Following is an example of UserPCardMap.csv for Generic:
UTF8
hxgu,PasswordAdapter1,3333333333000001
UTF8

For PeopleSoft and SAP, the Import User Approval Limits data import task de nes approval limits for users. It reads data from
the CSV le named UserApprovalLimit.csv.
The maximum number you can enter for the approval limit is 2,147,483,647.
 Note
Following is an example of UserApprovalLimit.csv:
UTF8
UniqueName,PasswordAdapter,ApprovalLimit,ExpenseApprovalLimit
arooney,PasswordAdapter1,100000,100000
cnoll,PasswordAdapter1,10000,10000
fgifford,PasswordAdapter1,10000,10000
For Generic, approval limits are speci ed in the User.csv le.
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Import User Group Mappings

The Import User Group Mapping data import task assigns users to groups.
 Note
You can import user-group mappings and related information using a single CSV le instead of multiple les. For more
information, see Import User to Group Mapping Data (Consolidated File).
Import User Group Mapping reads data from the following CSV les:
UserParentGroup.csv Speci es the groups you want to assign to users. This le must include all the groups you want
to assign to users, including default groups.
The default groups, and the tasks that users who belong to them can perform, are described in
SAP Ariba Procurement Solutions Group Descriptions.
GroupSharedUserMap.csv Maps users to the groups in UserParentGroup.csv.
 Caution
If you run the Import User Group Mapping task using the Update Only import operation, all existing user mappings for the
groups in the UserParentGroup.csv le are replaced by the user mappings in the GroupSharedUserMap.csv le. If
there is nothing in the GroupSharedUserMap.csv le for a particular group in the UserParentGroup.csv le, all user
group mappings are removed for that group.
Following is an example of UserParentGroup.csv:
UTF8
UniqueName
Auditor On Demand
Auditor Real Time
Catalog Approver
Commodity Code Manager
Contract Administrator
Following is an example of GroupSharedUserMap.csv:
UTF8
UniqueName,Parent.UniqueName,PasswordAdapter
fgifford,Auditor On Demand,PasswordAdapter1
psimms,Auditor On Demand,PasswordAdapter1
ghalas,Auditor On Demand,PasswordAdapter1
kaoki,Auditor On Demand,PasswordAdapter1
shuff,Auditor On Demand,PasswordAdapter1
fgifford,Auditor Real Time,PasswordAdapter1
psimms,Auditor Real Time,PasswordAdapter1
User Maintenance Using CSV Files

You can maintain user information by using individual data import tasks and CSV les if you're not receiving user information
updates automatically from your backend ERP system.
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Import and Export Tasks for User Data Maintenance

User Data Export Tasks
Adding New Users by Importing User Data
Adding Users to Groups by Importing User/Group Mappings
Removing Users from Groups by Importing User/Group Mappings
Replacing User Shipping Addresses by Importing User/Address Mappings
Deactivating Users by Importing User Data
Import and Export Tasks for User Data Maintenance

You can perform user maintenance tasks by using the individual data import tasks and CSV les.
 Note
You can also perform these user maintenance tasks by using the corresponding simpli ed data import tasks and CSV les.
For more information on the simpli ed CSV les and the corresponding individual CSV les from which the data is
consolidated from, see Simpli ed Data Import Tasks for User Data .
In addition to using the data import and export tasks in the Site Manager workspace, you can also use the Data Import/Export
task in the User Manager workspace to run the following user-related data import tasks:
Task Description
Import Enterprise User/Supervisor Imports enterprise user/supervisor relationships.

Relationships
Import Enterprise Users Imports enterprise user information.
Import Enterprise User Alternate Email Imports enterprise user information with additional valid email addresses that the
Addresses Ariba system uses for validation and lookup purposes.
Import PCards Imports purchasing cards.
Import User/Ship To Address Relationships Imports user/shipping address relationships.
Import User Group Mapping Imports user/group relationships.
Import Users Imports ERP-speci c user information.
You can use these user-related data import tasks to add, modify, and deactivate users.
You can use the data export tasks to export the following user-related datas:
Task Description
Export Enterprise Users Exports enterprise user information to a CSV le.
Export User Group Mapping Export user and group relationships.
Export Users, Export Users Direct Export ERP-speci c user information to a CSV le. (See the following section for
information on the difference between these tasks.)
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Task Description
Export User/Billing Address Relationships, Exports users’ billing address assignments.

Export User/Billing Address Relationships
for Users with Addresses
Export User/Ship To Address Relationships Exports users’ shipping address assignments.
User Data Export Tasks
Export Users and Export Users Direct Data Export Tasks

The tasks Export Users and Export Users Direct both export the same data. The Export Users Direct task is speci cally
intended for sites with a very large number of users.
Export Users Direct is designed to run more efficiently by not using the in-memory queries that the Export Users task uses.
(Export Users can time out with large data sets, for example, more than 100,000 users.)
 Note
If your site is customized in such a way that the Export Users task relies on the in-memory query used by that task (for
example, if there is a customization that computes a derived eld in memory), use Export Users unless you are sure that
Export Users Direct is suitable for your needs.
The Export Users task exports data to CombinedUserExport.csv. The Export Users Direct task exports data to
CombinedUserExportDirect.csv. Following are the differences between these two les:
The columns in CombinedUserExportDirect.csv are not in the same order as the columns in
CombinedUserExport.csv.
CombinedUserExportDirect.csv does not include custom ex master data elds that are derived elds. This is
because derived ex master data elds rely on in-memory queries.
Export Users' Billing Addresses

The task Export User/Billing Address Relationships exports users’ billing address assignments, including users who are not
mapped to a billing address. This task exports data to a le named SharedUserValidBillingAddressMapExport.csv.
The task Export User/Billing Address Relationships for Users with Addresses exports users’ billing address assignments, and
excludes users who are not mapped to a billing address. This task runs more efficiently and nishes faster than the Export
User/Billing Address Relationships task. The task exports data to a le named
SharedUserValidBillingAddressMapExport.csv.
The SharedUserValidBillingAddressMapExport.csv and SharedUserValidBillingAddressMapExport.csv

les contain the same columns.
Adding New Users by Importing User Data

You can add new users by entering only new user data in the appropriate CSV les.
Procedure
1. Add data for the new users to the following CSV les.
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 Note
Only include information about the users you want to add. Leave out existing users.
SharedUser.csv
User.csv
2. Assign the new users to groups in the le GroupSharedUserMap.csv. Make sure this le contains only the users you
want to add.
3. Make sure the UserParentGroup.csv le contains only the groups you speci ed in the le
GroupSharedUserMap.csv.
4. If you want to add new purchasing cards for the new users, add the new purchasing cards to the PCard.csv le. If you
don't want to add new purchasing cards, don't change the data in this le.
5. If you want to assign purchasing cards to the new users, add the new users to the UserPCardMap.csv le. If you don't
want to assign purchasing cards to the new users, don't change the data in this le.
 Note
The UserPCardMap.csv le isn't used by SAP Ariba Invoice Management, but it's still required by the Import Users
data import task. When you create this le, include the column headings only.
6. If you want to make the new users responsible for purchasing units, add the new users to the ResponsibleUser.csv
le. If you don't want to make the new users responsible for purchasing units, don't change the data in this le.
7. Using a ZIP program, such as WinZip, add the CSV les mentioned in the previous steps to the archive. Include all the
CSV les, even those you didn't modify, except for the PCard.csv le.
8. If you're using Ariba Administrator:
a. Click Manage Core Administration .
b. Click Site Manager.
c. Click Data Import/Export.
d. On the Import tab, search for Import Batch Data data import task and click Import.
e. Click Incremental Load, enter the location of your ZIP le, and then click OK to import your data.
9. If you're using the SAP Ariba data transfer tool, upload the data in incremental-load mode and specify Import Batch
Data in the -event option.
10. If your site uses regular user authentication, generate temporary passwords for the new users.
Related Information
Adding Users to Groups by Importing User/Group Mappings

You can add more users to groups by creating the appropriate CSV les that contain only the new user and group data you want
to add.
Procedure
1. Create a GroupSharedUserMap.csv le that contains the users and the groups you want to add the users to. Don't
include any other user/group mappings. For example:
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UTF8
adavis,Purchasing Agent,PasswordAdapter1
cnoll,Purchasing Agent,PasswordAdapter1
2. Create a UserParentGroup.csv le that contains the groups you want to add the users to. Don't include any other
groups. For example:
UTF8
UniqueName
Purchasing Agent
4. Click Site Manager, and then click Data Import/Export.
5. On the Import tab, search for the Import User Group Mapping data import task and click Import.
6. Click Update Details, enter the location of your CSV le, and then click Run to import your data.
The Update Details data import operation creates the user/group mappings speci ed in the
GroupSharedUserMap.csv le. No other user/group mappings are modi ed.
 Note
Don't use the Update Only data import operation. It replaces all the users associated with a given group with the
users speci ed in the GroupSharedUserMap.csv le. If you were to specify Update Only in the previous example,
only two users (adavis and cnoll) would be associated with the Purchasing Agent group.
Removing Users from Groups by Importing User/Group

Mappings
You can remove users from groups by creating the appropriate CSV les that contain only the users and groups from which you
want to remove users.
Procedure
1. Create a GroupSharedUserMap.csv le that contains the users and the groups you want to remove the users from.
Don't include any other user/group mappings. For example:
UTF8
adavis,Purchasing Agent,PasswordAdapter1
cnoll,Procurement Manager,PasswordAdapter1
2. Create a UserParentGroup.csv le that contains the groups you want to remove the users from. Don't include any
other groups. For example:
UTF8
UniqueName
Purchasing Agent
Procurement Manager
5. On the Import tab, nd the Import User Group Mapping data import task and click Import.
6. Click Remove Details, enter the location of your CSV le, and then click Run to import your data.
The Remove Details data import operation removes only the user/group mappings speci ed in the
GroupSharedUserMap.csv le. No other user/group mappings are modi ed.
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Replacing User Shipping Addresses by Importing User/Address

Mappings
The procedure you follow to replace a user’s shipping address depends on whether you want to run the Import User/Ship To
Address Relationships data import task or the Import Batch Data data import task.
Updating User Shipping Addresses by Importing User/Ship-To

Address Relationships
You can use Import User/Ship To Address Relationships with a SharedUserShipToAddressMap.csv le that contains just
the user/ship-to address mappings to change.
Procedure
1. Create a SharedUserShipToAddressMap.csv le that contains only the user/ship-to address mappings you want to
replace. Don't include any other user/ship-to address mappings.
For example, suppose you want to replace the shipping addresses for users aagassi and adavis:
PeopleSoft Example
UTF8
aagassi,PasswordAdapter1,SHARE:US001,
adavis,PasswordAdapter1,SHARE:US002,
SAP Example
UTF8
aagassi,PasswordAdapter1,3000,
adavis,PasswordAdapter1,3000,
Generic Example
UTF8
aagassi,PasswordAdapter1,US001,
adavis,PasswordAdapter1,US002,
4. On the Import tab, nd the Import User/Ship To Address Relationships data import task and click Import.
5. Click Update Only, enter the location of your CSV le, and then click Run to import your data.
Results
 Note
Don't choose Update Details. If you do, import fails.
The Update Only data import operation replaces the user/ship-to address mappings speci ed in the
SharedUserShipToAddressMap.csv le.
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Updating User Shipping Addresses Using Import Batch Data

You can replace user shipping addresses using the Import Batch Data task and a CSV le that contains only the user/ship-to
address mappings you want to replace.
Procedure
1. Create a CSV le that contains only the user/ship-to address mappings you want to replace. Don't include any other
user/ship-to address mappings. Include only one shipping address per user. This le must have the same format as
SharedUserShipToAddressMap.csv.
For example, suppose you want to replace the shipping addresses for users aagassi and adavis:
PeopleSoft Example
UTF8
aagassi,PasswordAdapter1,SHARE:US001
adavis,PasswordAdapter1,SHARE:US002
SAP Example
UTF8
adavis,PasswordAdapter1,3000
Generic Example
UTF8
2. Name the CSV le SharedUserSingleShipToAddressMap.csv.
3. Using a ZIP program, such as WinZip, add SharedUserSingleShipToAddressMap.csv to the archive.
 Note
Don't include SharedUserShipToAddressMap.csv in the ZIP le.
b. Click Site Manager, and then click Data Import/Export.
c. On the Import tab, search for Import Batch Data and click Import.
d. Click either data load operation, enter the location of your ZIP le, and then click OK to import your data.
5. If you're using the SAP Ariba data transfer tool, upload the data in either full-load or incremental-load mode and specify
Import Batch Data in the -event option.
Results
Import Batch Data runs the Import User/Ship To Address Relationships, One Address Per User data import task, which replaces
the user/ship-to address mappings speci ed in the SharedUserSingleShipToAddressMap.csv le.
 Note
You can't run Import User/Ship To Address Relationships, One Address Per User from the Import tab in Ariba Administrator.
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Deactivating Users by Importing User Data

Deactivating a user involves locking the user out of the system, delegating the user’s authority to another user to complete all
in-process approvable documents, ending the delegation, and removing the user from the appropriate CSV les.
Prerequisites
Terminate the user before removing the user from CSV les. See Terminating Users in the System.
Procedure
1. Remove the user you want to deactivate from the following CSV les:
SharedUser.csv
User.csv
UserPCardMap.csv
ResponsibleUser.csv
 Note
Make sure all the users you want to remain active are included in these CSV les.
2. Make sure the UserParentGroup.csv le contains only the groups speci ed in the le GroupSharedUserMap.csv.
3. Using a ZIP program, such as WinZip, add the CSV les mentioned in the previous steps to the archive. Include all the
CSV les, even those you didn't modify.
 Note
The UserPCardMap.csv le isn't used by SAP Ariba Invoice Management, but it's still required by the Import Users
data import task. When you create this le, include the column headings only.
b. Click Site Manager, and then click Data Import/Export.
c. On the Import tab, search for Import Batch Data and click Import.
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d. Click Full Load, enter the location of your ZIP le, and then click OK to import your data.
5. If you're using the SAP Ariba data transfer tool, upload the data in full-load mode and specify Import Batch Data in
the -event option.
Results
Users in the database that don't exist in the CSV les are deactivated in the database.

You can enable multifactor authentication for new users by importing the users.
Context
The Import Enterprise Users data import task has been enhanced to support multifactor authentication. The
SharedUser.csv le has the new column Enable Multi-Factor Authentication , with Yes and No as the accepted
values.
Procedure
1. Add the new users in the SharedUser.csv le with Yes in the column Enable Multi-Factor Authentication .
2. Run the Import Enterprise Users task.
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Results
When the import runs successfully, multifactor authentication is enabled for all users with Yes speci ed in the column Enable
Multi-Factor Authentication .

Group membership enables users to perform speci c tasks in the end-user and admnistration interfaces. For example, only
members of the Customer Administrator group can use administration area to import, export, and manage most types of data.
System Groups, Custom Groups, and Child Groups

Considerations for Turning Groups into Approval Queues
Managing User Groups in Ariba Administrator
Data Import Tasks for Groups
Import Custom Groups
Import Group to Child Group Mapping
Import Punchin Groups in SAP Ariba Catalog
Enabling Multifactor Authentication by Importing Groups
Related Information
User Pro le Changes
System Groups, Custom Groups, and Child Groups

Group membership enables users to perform speci c tasks in the end-user and Ariba Administrator interfaces. For example,
only members of the Customer Administrator group can use Ariba Administrator to import, export, and manage most types of
data.
SAP Ariba solutions also use groups in the approval ow of approvable documents. For example, in the default con guration,
members of the Customer Administrator group are added to the approval ow for user pro le change requests. Using groups in
this way works well when the group has a small number of users and a small number of approvable documents that can be
processed quickly. If the number of approvable documents increases or the requests are complicated (for example, resolving
exceptions in invoice reconciliation), consider using approval queues to help manage the workload.
In addition, members of certain groups receive speci c email noti cation messages. Email noti cation messages are email
messages that SAP Ariba solutions send to users and administrators to inform them of status changes or problems that need
to be addressed. For information on email noti cation messages, see Noti cations Reference Guide.
System Groups
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SAP Ariba solutions includes a number of system groups. System groups, and the tasks that users who belong to them can
perform, are described in SAP Ariba Procurement Solutions Group Descriptions. You can also download a group descriptions le
using the Table Options Menu icon from the Groups page in the User Manager.
Custom Groups
You can create your own groups to which you can add the group membership of one or more system groups. This way, if you
know that a large number of users belong to multiple groups, you can create a custom group which inherits the permissions
from multiple system groups, and then just assign the user to your custom group. You de ne such inheritance by assigning your
custom group as a child group to one or more groups.
A group that is assigned to another group is called a child group. A child group inherits all the privileges of its “parent” group
Consider the following example:
Members of the system group Purchasing User can create requisitions.
The Legal Entity User group is a custom group with, generally loaded into your site during the site setup process as a
child group of the Purchasing User group.
Members of the Legal Entity User group can therefore create requisitions because the Legal Entity User group inherits
all the privileges of the Purchasing User group.
A child group can inherit permissions from multiple parent groups. For example, if you create a new group Buying Expert and
add it as a child to the Invoice Agent, Receiving Agent, Contract Agent, Payment Agent, and Purchasing Agent groups, it will
inherit the privileges from all these groups.
These group relationships are referred to as group-to-child group mappings.
Considerations for Turning Groups into Approval Queues

Administrators can evaluate whether to turn a group into a queue or a queue into a group at any time. Since the conversion can
impact system performance, try not to convert more than once.
When you turn either a group into a queue or a queue into a group, usually all active approvables in Submitted status are
affected. In the former case, the approvables move out of the group user’s inbox and are queued until they are assigned to a
user. In the latter case, all approvables move into the inbox of the group users.
Following are some best practices regarding queue management:
Try to minimize each user’s queue memberships. For example, avoid assigning a user to all queues.
Try to minimize the number of purchasing units associated with any one queue member.
Avoid assigning one user to manage all queues.
By default, the maximum number of approvables affected by queue-related mass operations, such as assign and get, is
15. SAP Ariba Support can change this default, but increasing the limit can impact performance.
Try to minimize the number of purchasing units associated with an approver group in a queue (as de ned in
ResponsibleUser.csv).
For more information about queue management, see Approval Queues, Approval Escalations, and Withdrawal Periods.
Managing User Groups in Ariba Administrator
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You can view system groups, and add users and child groups to them, and create, deactivate, and reactivate custom groups in
the User Manager workspace of the administration area.
Procedure
2. Click User Manager, and then click Groups.
3. Do one of the following:
Option Description
Click Create Group to create a custom group a. On the General tab, enter a Unique Name for the group
(this value can't be modi ed later), a user-friendly
Group Name, and a Description.
b. On the Users tab, add to or remove users from the

group. Check Hide Users in Approval Graph to hide
users that are members of this group, when it's added
to an approval graph.
c. On the Child Group tab, add or remove groups that you

want to inherit this group's permissions.
Click List All to display all groups, or enter search criteria To view the group details, click the group name.
and then click Search or press the Enter key. Adapter Source shows how the group is maintained:
SYSTEM—The group was created by SAP Ariba as a

system group. Its details can't be modi ed. You can
add users and child groups to it.
AribaManaged—The group is maintained in Ariba

Administrator. Custom groups created in Ariba
Administrator have this adapter source.
External—The object and all its data elds are

maintained in an external system, such as an ERP
system or a set of CSV les. Objects with this adapter
source can be overwritten or deleted when data is
imported from the external system. Custom groups
imported from a CSV le have this adapter source.
Punchin—(SAP Ariba Catalog only) The object is

maintained using the Import Punchin Groups data
import task.
Click the table options menu icon  to organize your search

results or to export the group information to Excel.
Select the group you want to edit and choose Edit from the
On the Users tab, click Add/Remove to display the
Actions dropdown menu
available users. Choose one or more users to assign to
the group, if any, and click Done.
On the Child Groups tab, click Add/Remove to

display the available groups. Choose one or more
groups to assign to the new group as child groups and
click Done.
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Option Description
Select the group you want to deactivate / reactivate and You can deactivate and reactivate only custom groups. If you
choose Deactivate or Reactivate from the Actions dropdown deactivate a group, the permissions associated with the group
menu are no longer available to the users, and the groups are no
longer added to approval ows.
Data Import Tasks for Groups

There are two data import tasks available for SAP Ariba solutions, and one additional data import task available only for SAP
Ariba Catalog.
The following table lists the data import tasks and CSV les that de ne custom groups and speci es whether the data is
required. Tasks appear in the recommended data import order.
Data Import Task CSV Files Imported Required
Import Custom Groups CustomGroup.csv No
Import Group to Child Group Mapping GroupParentGroup.csv No

GroupChildGroupMap.csv
Import Punchin Groups in SAP Ariba Catalog PunchinGroup.csv No
You manually enter data in these CSV les.
Import Custom Groups

You use the Import Custom Groups data import task to de ne custom groups. This task reads data from the CSV le named
CustomGroup.csv.
Following is an example of CustomGroup.csv:
UTF8
Name,UniqueName
Facilities Maintenance,FacilitiesMaint
Legal,Legal
Public Relations,PR
Translations for Custom Group Names

You can use the Import User Group Translations data import task to import translations for custom group names.
Following is an example of a CSV le of custom group name translations:
UTF8
UniqueName,Name,Language
PR,Public Relations,English
PR,Relations publique,French
PR,Relaciones públicas,Spanish
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Import Group to Child Group Mapping

You use the Import Group to Child Group Mapping data import task to de ne child groups for your custom groups.
SAP Ariba recommends you do not assign a system group as a child group to a system group because you might inadvertently
remove the system group and child group relationships. If you need to assign a system group as a child to a system group,
contact SAP Ariba Customer Support.
Following are some restrictions to keep in mind when assigning child groups:
You cannot assign a group to itself, either directly or indirectly.
If Group B is a child group of Group A, you cannot assign Group A as a child group of Group B.
The Import Group to Child Group Mapping data import task reads data from the following CSV les:
GroupParentGroup.csv Speci es the parent groups (the groups you want to assign child groups to).
GroupChildGroupMap.csv Maps child groups to parent groups.
Following is an example of GroupParentGroup.csv:
UTF8
Name,UniqueName
Custom Group A,CustGroup_A

Custom Group B,CustGroup_B
Following is an example of GroupChildGroupMap.csv:
UTF8
Parent.UniqueName,UniqueName
CustGroup_A,CustGroup_B
Purchasing User,CustGroup_B
In these examples, Custom Group B inherits permissions from CustGroup_A and the Purchasing User group.
Import Punchin Groups in SAP Ariba Catalog

Only users belonging to PunchIn groups can punch in to SAP Ariba Catalog from an external procurement system.
Punchin groups are created by running the Import Punchin Groups task, which creates the groups with the punchin adapter
source. You cannot add users manually to PunchIn groups. Users get associated with (and removed from) groups through the
punchin request and the groups included in the request.
When a user punches in to an SAP Ariba Catalog site, a new user/PunchIn group association is created if the user is not already
associated with the group. If there is no corresponding PunchIn group in SAP Ariba Catalog , no user/group association is
created and the system logs a debug message. If a later punchin request no longer includes a group that was part of a previous
punchin request, the user is removed from that group.
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The following examples demonstrate how PunchIn groups work. Adapter sources for the groups shown in the examples appear
in parentheses. For more information on adapter source values, see Adapter Sources of Data Objects.
Example
In SAP Ariba Catalog, jdoe belongs to groups Catalog Approver (SYSTEM) and Group1 (PunchIn)
1. jdoe access the SAP Ariba Catalog catalog from the external procurement system. The PunchIn request includes
Catalog Approver and Group5.
2. Assuming that Catalog Approver and Group5 have been imported previously as PunchIn groups, jdoe is added to Catalog
Approver (Punchin) and Group5 (Punchin) in the SAP Ariba Catalog site.
3. jdoe is removed from Group1 (Punchin).
4. jdoe now belongs to Catalog Approver (SYSTEM), Catalog Approver (PunchIn), and Group5 (Punchin).
Importing Punchin Groups

You use the Import Punchin Groups data import task to de ne punchin groups in SAP Ariba Catalog. This task reads data from
the CSV le named PunchinGroup.csv
Following is an example of PunchinGroup.csv:
UTF8
UniqueName,Name
Catalog Approver-Punchin,Catalog Approver

Group1-Punchin,Group1

Use this procedure to enable and disable multifactor authentication for groups and to send reminder emails to users in the
group for setting up multifactor authentication.
Prerequisites
Users who belong to both the Customer Administrator and Multi Factor Authentication Administrator groups can perform this
task.
Context
Multifactor authentication is enabled or disabled for all users belonging to the chosen group. It's enabled automatically when a
new user is added to the group. Similarly, it's disabled for users when they're removed from the group.
Procedure
1. In Ariba Administrator, choose User Manager Multi Factor Authentication .
2. Click the Group Authentication tab.
3. Search for the group to enable multifactor authentication for and then choose the group.
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The search results are shown in a table with the multifactor enablement status along with an Action menu for each
group.
4. Perform one of the following administration tasks that is valid for the user's current status, and then click OK in the
corresponding con rmation window:
a. Choose Actions Enable for login to enable multifactor authenti cation if it isn't already enabled for the
group.
b. Choose Actions Disable for Login to disable multifactor authenti cation if it's already enabled for the group.
5. Click Send Email Reminder to send reminders to users in the group who haven't set up multifactor authentication.
Enabling Multifactor Authentication by Importing Groups

Use this procedure to enable multifactor authentication for groups when importing group information.
Context
The Import User Group Mapping data import task has been enhanced to support multifactor authentication. The
UserParentGroup.csv and GroupSharedUserMap.csv les have the new column Enable Multi-Factor
Authentication , with Yes and No as the accepted values.
Procedure
1. Add the new group in the UserParentGroup.csv le with Yes in the column Enable Multi-Factor
Authentication .
2. Run the Import User Group Mapping task.
Results
When the import runs succesfully, multifactor authentication is enabled for all groups with Yes speci ed in the column Enable
Multi-Factor Authentication .

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9/6/2024

Common Data Import and Administration

SAP Ariba Procurement Solutions | 2408

Original content: https://help.sap.com/docs/ARIBA_PROCUREMENT/e10ed2159560487bb36d1ae89a6e293a?locale=en-

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User and Group Information

User Management in SAP Ariba Procurement Solutions

User Management in SAP Ariba Procurement Solutions

Setting up user and shipping address relationships

Setting up user and supervisor relationships

Setting up user spend limits (approval limits) per company policies

User information is used in SAP Ariba solutions as follows:

Parent topic: User and Group Information

User Authentication Methods

In-App User Authentication

Parent topic: User and Group Information

In-App User Authentication

Parent topic: User Authentication Methods

Parent topic: User Authentication Methods

Single Sign-On with Corporate Authentication

Parent topic: User Authentication Methods

SAP Ariba Solutions Integration with SAP Cloud Identity Access

Minimized access risk, non-compliance, and nancial loss

Enabling This Feature

For More Information

Parent topic: User Authentication Methods

User Authentication and Single Sign-On Using the SAP Cloud

Parent topic: User Authentication Methods

User Maintenance Tasks in Ariba Administrator

Viewing User Information

Parent topic: User and Group Information

Viewing User Information

2. Click User Manager, and then click Users.

Name The user’s display name.

6. Click Done to return to the previous page.

PCards The user’s purchasing cards (if any).

Ship To Addresses The user’s shipping address.

Billing Addresses The user’s billing address.

10. Click Done to return to the previous page.

Monitoring User Activities

2. Click Site Manager, and then click Audit Log.

Id The unique identi er of the action.

Date The date and time the action occurred.

Description A description of the action.

Event Type Description

Admin AppUtil Internal solution-level auditing

Event Type Description

Exception Exceptions that occurred during document processing

Integration Integration event executions and failures

Parameters Changes to parameter information

RealmPurge The RealmPurge task (run by SAP Ariba Customer Service)

SSO Single sign-on and password adapter activities

Translation Used for capturing translations for resource names

Adding Users and Updating User Information

2. Click User Manager, and then click Users.

4. On the General tab, enter or modify general user information.

The following table describes the elds on the General tab.

You cannot modify this eld in edit mode.

Name The display name for the user.

Ariba Network User ID The user’s ID in SAP Business Network.